Admin. Assistant: Research and Collections

Nov 08 2018
Bishop Museum |Honolulu|Full Time
Job Description

Responsible for supporting the Grants and Office Manager in providing administrative support across Research and Collections, including but not limited to work in budgeting, accounting, purchasing, managing records and central files, coordinating meetings and travel arrangements, and compiling and preparing reports.

 

Duties and Responsibilities

  • Supports the Grants and Office Manager in administering procedures to ensure effective office systems in interoffice communications, fiscal monitoring, correspondence, files and records management (maintenance & disposition).

  • Supports the Grants and Office Manager in ensuring overall administrative support for division projects, grants, and programs.

  • Monitors and processes all Division purchasing, verifies receipts, and processes invoices for payment according to established Museum policies and procedures.

  • Handles all travel arrangements for staff and affiliated project personnel which involves ability to work closely with various travel agent sources.  According to establishes standards and procedures, processes all required paperwork (Travel Authorization Request, Travel Advance Request, Travel Expense Reports (verifies allowable cost, determines cost-coding)).

  • Reconciles Divisional credit card statements (verifies allowable cost, determines cost-coding) according to established standards and procedures.

  • Monitors general supplies and replenishes inventory according to procedures.

  • Schedules facility conference rooms for various requested venues.  May involve coordinating refreshments and/or information handouts.

  • Maintains a variety of files and records of information, such as purchases, cost records and databases, including material that may be confidential in nature.

  • Prepares (types, word processes) correspondence, reports, and other forms from rough draft according to standards, including material confidential in nature.  Proofreads for accuracy, prepares for distribution according to procedure.

  • Processes incoming and outgoing mail according to procedures.

  • Acts as a receptionist, screens calls and visitor, and refers inquiries as appropriate

  • Interacts with staff and museum clients with tact, courtesy and respect. Projects a positive and professional attitude. Cooperates and supports teamwork; maintains and strengthens customer relations.

  • Works in a safe manner at all times, complying with the Museum safety policies and procedures.

  • Performs other duties as required.

      

    Qualifications

     

  • High School diploma or equivalent General Education Diploma (GED).  2 years of college or business school degree preferred but not necessary.

  • 1-2 years experience in an office environment required.

  • Familiarity with various computer systems and software applications, such as word processing, spreadsheets, and database management.

  • Should be proficient in keyboarding and good at spelling, punctuation, grammar and oral communication.

Other Requirements

  • Flexibility in schedule to meet deadlines

  • Must have own car with proof of insurance

  • Professional, business-like appearance

  • Good attendance

  • Detail-oriented

     

    Direct Reports

     

    None

     

    Working Conditions

     

    Office Environment